Executive Assistant

Civil Science is looking for a highly organized and proactive Executive Assistant to join our team in our St. George, Utah office. The ideal candidate will have exceptional attention to detail, outstanding organizational skills, excellent problem-solving abilities, and the capacity to multitask in a fast-paced environment while handling confidential information with professionalism. This position plays a vital role in streamlining executive workflows, enhancing productivity, and fostering professional relationships with internal and external stakeholders.

Responsibilities:

• Provide comprehensive administrative and strategic support to directors, including appointment management, travel arrangements, and coordination of leadership meetings to ensure seamless operations.
• Oversee and manage director calendars, carefully prioritizing appointments, engagements, and strategic meetings to maximize efficiency and productivity.
• Draft, proofread, and prepare professional correspondence, reports, presentations, and other confidential documents with exceptional accuracy and attention to detail.
• Serve as a trusted liaison between directors, executives, leadership teams, employees, and external stakeholders, ensuring clear communication and seamless coordination of tasks.
• Assist in the preparation, organization, and execution of board meetings, leadership discussions, and key business presentations, ensuring all materials are comprehensive, accurate, and well-prepared.
• Handle sensitive information with the utmost discretion, ensuring confidentiality and professionalism in all interactions.
• Conduct in-depth research and deliver data-driven insights, reports, and summaries to support directors in decision-making, strategic planning, and business initiatives.
• Plan, coordinate, and manage company-wide events, leadership retreats, special projects, and executive off-sites to foster team collaboration and engagement.
• Track, document, and follow up on action items, ensuring the timely completion of projects and initiatives while maintaining organized and accurate records, which will be regularly reported to directors.
• Maintain and optimize executive filing systems, document management, and record-keeping processes to enhance accessibility, organization, and data security.

• Attend key leadership meetings, take detailed notes, and facilitate follow-up actions with both internal and external resources.
• Screen and prioritize telephone calls, incoming mail, and other correspondence, ensuring timely and appropriate responses while managing urgent matters with discretion and professionalism.
• Perform various administrative duties as assigned, adapting to the evolving needs of the organization while ensuring efficiency and attention to detail in all tasks.

Qualifications:

• 5 years of experience in coordination, administration, or operations, with a proven track record of supporting director-level teams.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, to manage daily tasks and projects efficiently.
• Strong written and verbal communication skills, with the ability to convey information clearly and professionally.
• Demonstrated ability to multitask, prioritize, and adapt in a fast-paced environment, managing competing priorities with ease.
• Superior organizational skills with a keen eye for detail, ensuring accuracy and thoroughness in all tasks.
• Ability to work independently and collaboratively, contributing to team success while managing individual responsibilities.
• Ability to exercise discretion and maintain confidentiality in handling sensitive information and director communications.